{"id":3445,"date":"2020-11-19T05:49:00","date_gmt":"2020-11-19T05:49:00","guid":{"rendered":"https:\/\/records.com.au\/?p=3445"},"modified":"2023-09-06T01:32:15","modified_gmt":"2023-09-06T01:32:15","slug":"information-management-in-microsoft-365-retention-labels","status":"publish","type":"post","link":"https:\/\/records.com.au\/information-management-in-microsoft-365-retention-labels\/","title":{"rendered":"Information Management in Microsoft 365"},"content":{"rendered":"\n<p>Retention labels in Microsoft 365 (M365) provide organisations with the ability to apply retention controls to&nbsp;documents through the solution interface. Unlike retention policies, when a retention label is published end users can view and apply retention labels themselves.<\/p>\n\n\n\n<p>To understand how retention labels can be used to support your retention requirements, let\u2019s look at how they can be configured.&nbsp;Retention labels can be set to keep content forever,&nbsp;start a disposition review,&nbsp;or dispose of content a certain period after the following retention triggers:<\/p>\n\n\n\n<ul>\n<li>the content was created<\/li>\n\n\n\n<li>the content was last modified<\/li>\n\n\n\n<li>an event (we will take a look at event-based retention in a later blog)<\/li>\n<\/ul>\n\n\n\n<p>Retention labels also have the configuration option of classifying items as \u2018Records\u2019&nbsp;or \u2018Regulatory Records\u2019&nbsp;once the label is applied.&nbsp;Once an item&nbsp;is declared as a record,&nbsp;<a href=\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/compliance\/records-management?view=o365-worldwide#compare-restrictions-for-what-actions-are-allowed-or-blocked\">certain restrictions are placed on&nbsp;actions that can be performed<\/a>, such as editing record content.<\/p>\n\n\n\n<p>Retention labels can be imported as a file plan. Please note that in our experience when importing from CSV there appears to be a&nbsp;36-character&nbsp;limit per cell for the import.&nbsp;As such, if using the file plan import organisations may wish to leave Comments, Notes, Reviewer Email and Citation URL\u2019s blank&nbsp;and&nbsp;manually add this information to labels after import.&nbsp;Event-based retention labels also need to be manually created.<\/p>\n\n\n\n<p>In order to use retention&nbsp;labels,&nbsp;they must first be published to a retention label policy, which we will&nbsp;focus&nbsp;on in&nbsp;a future blog.<\/p>\n\n\n\n<p>The following&nbsp;<a href=\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/compliance\/retention?view=o365-worldwide#only-one-retention-label-at-a-time\">rules<\/a>&nbsp;apply to published retention labels:<\/p>\n\n\n\n<ul>\n<li>only one label can be applied to an item<\/li>\n\n\n\n<li>if a label is manually assigned, it can be changed by end users (I.e. you cannot prevent people from modifying the label assigned)<\/li>\n\n\n\n<li>if an auto-apply label is assigned, end users can apply a manual label instead<\/li>\n\n\n\n<li>if a manual label has been assigned, an auto-apply label cannot replace it<\/li>\n\n\n\n<li>if an item meets the conditions of multiple auto-apply labels, the label with the longest retention is applied<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Disposition Reviews<\/h2>\n\n\n\n<p>A major benefit of&nbsp;using retention labels is the&nbsp;<a href=\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/compliance\/disposition?view=o365-worldwide\">disposition review feature<\/a>&nbsp;(<a href=\"https:\/\/docs.microsoft.com\/en-us\/office365\/servicedescriptions\/office-365-platform-service-description\/office-365-securitycompliance-center\">only available to E5 licences<\/a>&nbsp;with access to Advanced Information Governance).&nbsp;Where a Reviewer Email has been set on a retention label,&nbsp;once a record with that label applied passes its retention period the reviewed will receive an email notification asking to review disposal.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignright size-full is-resized\"><img fetchpriority=\"high\" decoding=\"async\" src=\"https:\/\/records.com.au\/wp-content\/uploads\/2023\/09\/Retention-lables-1.png\" alt=\"\" class=\"wp-image-3446\" style=\"width:399px;height:226px\" width=\"399\" height=\"226\" srcset=\"https:\/\/records.com.au\/wp-content\/uploads\/2023\/09\/Retention-lables-1.png 600w, https:\/\/records.com.au\/wp-content\/uploads\/2023\/09\/Retention-lables-1-300x170.png 300w\" sizes=\"(max-width: 399px) 100vw, 399px\" \/><\/figure><\/div>\n\n\n<p>Pending dispositions can be viewed in the compliance centre, with Reviewers given the option to:<\/p>\n\n\n\n<ul>\n<li>permanently dispose of the item<\/li>\n\n\n\n<li>extend the retention period<\/li>\n\n\n\n<li>apply a different retention label<\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/compliance\/disposition?view=o365-worldwide#disposition-of-records\">Proof of disposition<\/a>&nbsp;is maintained for 7 years, and is based on Unified Audit Log data.<\/p>\n\n\n\n<p>Organisations however may find that there are gaps in metadata required to be captured for proof of defensible disposition.<\/p>\n\n\n\n<p>In the next part of our series we will look at event-based retention in M365.<\/p>\n\n\n\n<p><strong>About the Author<\/strong><\/p>\n\n\n\n<p>Adelaide Copland has worked as an information specialist and CM\/TRIM application administrator since 2014.&nbsp; Adelaide has experience in Microsoft 365 implementations, process improvement, records training delivery, development of policies and procedures, strategy and establishing digitisation programs.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Retention labels in Microsoft 365 (M365) provide organisations with the ability to apply retention controls to&nbsp;documents through the solution interface. Unlike retention policies, when a retention label is published end users can view and apply retention labels themselves. To understand how retention labels can be used to support your retention requirements, let\u2019s look at how [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Information Management in Microsoft 365 - Recordkeeping Innovation<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/records.com.au\/information-management-in-microsoft-365-retention-labels\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Information Management in Microsoft 365 - Recordkeeping Innovation\" \/>\n<meta property=\"og:description\" content=\"Retention labels in Microsoft 365 (M365) provide organisations with the ability to apply retention controls to&nbsp;documents through the solution interface. 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